The digital revolution has permanently changed the expectations of employees, and yet many companies are still uncertain when it comes to convincing new talent and retaining them in the long term. A successful onboarding welcome is more than just a traditional induction - it sends a strong signal of appreciation right from the start and paves the way for sustainable collaboration. Providing targeted impetus in this crucial initial phase not only increases motivation, but also identification with the company. After all, first impressions are often the deciding factor in whether new employees feel welcome and want to remain part of the team in the long term.
What makes onboarding welcome?
Welcome onboarding often begins before the first day of work. As soon as they sign their contract, new employees receive initial information, are informed about important contacts and are given an insight into the corporate culture - this is how companies build expectations and create trust[2][5]. A specially organised Welcome Day that turns the first day into an unforgettable experience is no longer a nice-to-have, but a crucial tool for immediately inspiring new talent[4].
The potential of a structured onboarding welcome is particularly evident when uncertainties are reduced and a real sense of belonging is conveyed. Maintaining contact, providing information and clarifying questions at an early stage provides security and reduces the risk of new talent cancelling before their first day - or ending their probationary period prematurely.
The three phases of a successful onboarding welcome
A well thought-out onboarding welcome is divided into three central phases: Preboarding, orientation and integration. In the preboarding phase, it is important to clarify all formalities, organise access and provide initial insights into the team structure[2][5]. A digital welcome package with a company presentation, an invitation to get to know each other virtually or a mini-challenge centred around the company values can provide exciting impetus.
The orientation phase begins with the first day at work and ensures that new colleagues quickly familiarise themselves with their workplace, the tools and the most important processes. Finally, integration often extends over the entire probationary period and supports social contacts and professional development[6]. Some companies go even further and accompany this process with regular feedback meetings and mentoring programmes to ensure continuous development.
It is noticeable that more and more companies are focussing on digital solutions. Interactive onboarding platforms, virtual familiarisation sessions and e-learning modules ensure efficiency and transparency, while at the same time personal contact is not neglected. The result is a modern onboarding welcome that picks up and inspires new talent immediately.
Concrete examples from practice
Let's start with a classic example: a company from the financial sector sends new employees a personalised welcome box before they start, including a guide for their first day, contact details for the team and small gifts such as a voucher for a coffee with colleagues. This creates anticipation and builds initial bridges to the team.
There are also exciting approaches in the creative industries: One media company is organising a Welcome Day that not only provides information, but also offers creative challenges - such as a joint mini-project in which the new talents can directly contribute their individual strengths. This creates a sense of belonging and appreciation on the very first day.
Another example from the technology sector: here, new team members receive a digital onboarding workshop in which they get to know company values and processes in a fun way. This is followed by flexible matching sessions with a personal buddy who provides support with any questions. This provides structure and a personalised approach at the same time.
Onboarding welcome as an investment in the future
More and more companies are realising that onboarding welcome is not just a formality, but a strategic investment in the future. Actively creating loyalty not only reduces staff turnover during the probationary period, but also strengthens employer branding in the long term[5][9]. Employees who immediately feel welcome and supported often stay with the company for longer and contribute to a positive feedback culture[1].
Experience shows that onboarding welcome works best when it is conceived as a continuous process. The integration of new talent should not be completed at the end of the probationary period, but should be constantly reorganised, for example when tasks or teams change[6]. This creates a genuine welcoming culture - and that pays off for everyone involved.
Actively set impulses with iROI coaching
iROI coaching provides companies with targeted support in developing and implementing their own onboarding welcome projects. Clients often report that they are unsure about how they can best attract and integrate new talent. This is where iROI Coaching provides support with workshops, customised concepts and the right selection of digital tools to make onboarding welcome measurable and tangible.
Special attention is paid to the development of customised welcome rituals that authentically match the corporate culture. In this way, onboarding welcome does not become a rigid process, but an individualised, appreciative welcome culture that immediately wins over talent.
Together, we examine how existing processes can be optimised and which creative approaches can be transferred to the respective target group. The aim is always to integrate new employees from the outset and give them the feeling that they are an important part of the company from day one.
BEST PRACTICE with one customer (name hidden due to NDA contract)
An international digital service provider wanted to reorganise its onboarding process because too many new talents were leaving the company within the first few weeks. A multi-stage onboarding welcome was developed in intensive workshops with iROI coaching: even before the first day, all new employees received a digital welcome pack with a video message from the management. On the first day, there was a welcome day with interactive sessions, a get-to-know-you lunch and a small challenge in which the new employees could directly contribute their skills. Everyone was assigned a personal onboarding buddy from the existing teams, who was available to answer any questions. Regular feedback rounds and a flexible e-learning programme accompanied the first six months. The result: staff turnover during the probationary period fell by 30 % and feedback from new employees was significantly more positive. Many reported that they felt valued right from the start and quickly found their feet in the company.
Typical challenges - how to proceed
Many companies are faced with similar questions: How do we ensure that new talent identifies directly with the company? What do we do if the onboarding process is too slow or too impersonal? And how do we manage to reduce uncertainty in the team when new colleagues join?
Experience shows that a mix of clear communication, early trust-building and creative welcome rituals brings the best results. Regular dialogue between HR, managers and the team is essential to ensure that everyone pulls in the same direction and onboarding welcome is not a product of chance.
It often helps to incorporate feedback loops in order to continuously improve the process. Those who respond to the needs of new talent create a genuine welcoming culture - and word gets around quickly.
My analysis
Onboarding Welcome is no longer a standard process, but a decisive lever for inspiring new talent and retaining them in the long term. Companies that make targeted investments in this phase benefit from committed, loyal employees and a positive corporate culture. The best results are achieved by companies that organise onboarding welcome as a continuous, individualised and appreciative process - and thus pick up new colleagues right from the start.
iROI-Coaching will be happy to support you with your next onboarding project and work with you to develop customised ideas for a sustainable welcome culture.
Further links from the text above:
https://softgarden.com/de/magazin/glossar/onboarding/ [1]
https://www.brunel.net/de-de/karriere-lexikon/onboarding [2]
https://www.personio.de/hr-lexikon/onboarding/ [5]
https://herzbluttigerevents.de/welcome-day/ [4]
https://xn--strkerestoffe-cfb.de/willkommen-an-board/ [6]
https://www.handwerksblatt.de/themen-specials/employer-branding-machen-sie-ihr-unternehmen-zur-marke-1/onboarding-die-neue-willkommenskultur-im-unternehmen [9]
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